CERN
LHC Project Document No.
LHC-PM-QA-202.00 rev 1.1
CH-1211 Geneva 23
Switzerland
CERN Div./Group or Supplier/Contractor Document No.
the
EDMS Document No.
Large
Hadron
Collider
103547
project
Date:1999-11-15
Quality Assurance Definition
DOCUMENT TYPES AND NAMING
CONVENTIONS
Abstract
The purpose of this document is to identify the types of document used for the
construction of the LHC and to define the naming conventions applicable to
documents.
An overview of the purpose of the different document types, and their role in the
Project, is presented. This aims at helping all technical and administrative staff
working with LHC documents, either as authors, editors, controllers, reviewers or
other, to have a common understanding of the use of each document.
Prepared by :
Checked by :
Approved by :
Inga With
TERMA Space Division
DK-3460 Birkerød
and
M Mottier
EST/ISS
Marcel.Mottier@cern.ch
LHC Quality Assurance
Working Group
Paul Faugeras
Deputy to LHC Project
Leader for Quality
Assurance
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History of Changes
Rev. No.
Date
Pages
Description of Changes
0.1
1998-05-18
1st draft prepared by TERMA
0.2
1998-06-30
Update following QAPWG meeting
1.0
1998-07-24
Reviewed by QAPWG- Approved by PLO Deputy for QA.
1.1
1999-11-15
Rules for revision index modified (section5.2) - Correction of
some references in section 7
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Table of Contents
1.
PURPOSE ................................................................................................ 4
2.
SCOPE..................................................................................................... 4
3.
RESPONSIBILITIES ................................................................................ 4
4.
4.1
4.2
4.3
LHC DOCUMENT MODEL .......................................................................... 4
DOCUMENT CATEGORIES..........................................................................4
DOCUMENT TYPES ...................................................................................5
DOCUMENT MODEL ..................................................................................5
5.
5.1
DOCUMENT NAMING CONVENTIONS....................................................... 6
DOCUMENT NAME ....................................................................................7
5.1.1
5.1.2
5.1.3
5.1.4
5.1.5
DOCUMENT NAME STRUCTURE ....................................................................... 7
EQUIPMENT CODE......................................................................................... 7
DOCUMENT TYPE CODE ................................................................................. 7
NUMBER ...................................................................................................... 8
ATTACHMENT NUMBER .................................................................................. 9
5.2
5.3
5.4
DOCUMENT REVISION INDEX ....................................................................9
EDMS NUMBER ........................................................................................9
OTHER DOCUMENT IDENTIFICATIONS ........................................................9
6.
6.1
6.2
6.3
6.4
6.5
DOCUMENT TYPE DESCRIPTIONS ......................................................... 10
LHC CONSTRUCTION SCHEDULE..............................................................10
MINUTES OF MEETING............................................................................10
PROJECT ORGANISATION CHART .............................................................10
QUALITY ASSURANCE DOCUMENTS..........................................................11
ENGINEERING SPECIFICATIONS ..............................................................11
6.5.1
6.5.2
6.5.3
FUNCTIONAL SPECIFICATIONS ..................................................................... 13
INTERFACE SPECIFICATIONS........................................................................ 13
DESIGN FILE .............................................................................................. 14
6.6
6.7
6.8
6.9
6.10
6.11
6.12
ENGINEERING CHANGE REQUEST ............................................................14
ENGINEERING DRAWINGS ......................................................................15
TECHNICAL ILLUSTRATIONS ...................................................................15
TECHNICAL DESCRIPTION FOR MARKET SURVEYS .....................................16
TECHNICAL SPECIFICATIONS ..................................................................16
FABRICATION, ASSEMBLY, TEST, INSTALLATION PROCEDURES...................16
FABRICATION, ASSEMBLY, TEST, INSTALLATION REPORTS .........................16
7.
RELATED DOCUMENTATION .................................................................. 16
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1. PURPOSE
To define the types of document used for the construction of the LHC and to define the
document naming conventions.
To outline the purpose of each document type and its role in the LHC configuration
baseline, or elsewhere in the Project. This description aims at helping all technical and
administrative staff working with LHC documents, either as authors, editors, controllers,
reviewers or other, to have a common understanding of the use of each type of
document, thereby easing the preparation of the documents in accordance with the
requirements.
2. SCOPE
The definitions given in this document are applicable to all documents that are either
part of the LHC configuration baseline, or closely related to the baseline, and relevant to
the following Project activities:
! Management.
! Quality assurance
! Engineering.
! Contracting.
! Fabrication, Assembly, Test, Installation.
! Operations, Maintenance.
New document types may be defined during the course of the LHC project. These will
then be added to the present document.
This document does not apply to LHC Project Reports and LHC Project Notes or to
engineering drawings.
However reports, notes and engineering drawings appear in different places in this
document to present as complete a view as possible of the Project's document handling.
3. RESPONSIBILITIES
Managers and supervisors at CERN, Institutes and Contractors shall ascertain that
personnel affected to the preparation, review and changes to documents are aware of
and understand the definitions described in the present document.
The roles and responsibilities of individuals involved with document handling are
detailed in "Documents and parameters process and control" [ 1 ].
4. LHC DOCUMENT MODEL
4.1 DOCUMENT CATEGORIES
The documents are categorised in the following groups, which are elaborated below:
! Management.
! Quality assurance.
! Engineering.
! Contracting.
! Fabrication, Assembly, Test, Installation.
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! Operations, Maintenance.
Management documents include scheduling and planning documents, organisational
documents, and minutes of meetings from the LHC Project Committees under the
Project Leader’s Office.
Quality assurance documents include the Quality Assurance Policy and the
procedures, definitions, standards, templates and instructions defined to support the
handling of all documents, to ensure that the documents are prepared consistently and
the LHC baseline can be maintained to support the LHC development optimally.
Engineering documents include the engineering specifications, engineering drawings,
technical illustrations etc. prepared to establish the design of the LHC. These documents
form the basis for the LHC development, carried out by CERN, Institutes, Contractors
and Suppliers.
Contracting documents include the documents which form the contractual interface
with the contractors developing, manufacturing and installing equipment for the LHC.
Fabrication, Assembly, Test and Installation documents are prepared to support
and document the development and validation of the equipment, in particular that
developed by contractors, and form the interface between CERN and the contractors for
the contract completion activities.
Operations and Maintenance documents are used to support the operation and
maintenance of LHC equipment after delivery to CERN.
4.2 DOCUMENT TYPES
For each of the categories listed above a number of documents types are defined. The
complete list of document types is given in section 5.1.3 and a description of each type
and its use is given in chapter 6.
4.3 DOCUMENT MODEL
The ISO 12207 standard [ 2 ]defines a number of processes relating to a project life
cycle. Although being prepared for software projects, these identified processes are also
highly relevant for projects including engineering and construction items.
The ISO 12207 processes are grouped in life cycle, supporting and organisational
processes, as indicated in figure 1.
The document categories forming the LHC baseline are indicated on the diagram with
rounded boxes, and the arrows indicate which of the main life-cycle processes the
categories pertain to.
For each of the ISO 12207 processes, a number of activities are defined in the
standard. The LHC defined processes and documentation describe and define parts of
these activities, and identify which LHC entities are involved. A full mapping may be
provided at a later point in time.
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Primary Life Cycle
Processes
Supporting Life Cycle
Processes
Documentation
LHC: Procurement
LHC: Fabrication, Assembly,
Test, Installation
Contractor Activities
Acquisition
Configuration
Management
Supply
Quality Assurance
Development
Verification
Operation
LHC: Engineering
LHC: Operations,
Maintenance
Validation
Joint Review
Maintenance
Audit
LHC: Quality
Problem Resolution
Organizational Life Cycle Processes
LHC: Management
Management
Infrastructure
Improvement
Training
Figure 1: LHC Documents in the ISO 12207 Processes
5. DOCUMENT NAMING CONVENTIONS
All documents are identified by a document name and by an EDMS number. The
document name is structured to favour human readability whereas the EDMS number
favours computer readability. These two identifications are mandatory; for some
document types they may be complemented by the document identification of the CERN
group, the Institute or Contractor producing the document. (See section 5.4).
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5.1 DOCUMENT NAME
5.1.1 DOCUMENT NAME STRUCTURE
The document name has the following structure:
Field
Description
Format
Project code
For the LHC project: LHC
3 upper case
characters
Equipment code
An LHC item equipment code
1 to 5 digits or
upper case
characters
Document type code A code identifying the purpose
document (see section 5.1.2)
of
the
2 upper case
characters
Number
A user or system controlled number or a
combination thereof.
3 to 6 digits
Attachment number
For material attached to the main document.
2 digits or
characters
Table 1: Document Name Structure
All the fields shall be filled in all cases.
The separator between project code and equipment code, equipment code and
document type code, document type code and number is a dash (minus sign).
The separator between the number and attachment number is a dot (full stop).
5.1.2 EQUIPMENT CODE
Equipment codes are defined in the "Equipment Naming Conventions" [ 3 ].
For documents of general interest, for example management and quality assurance, the
pseudo-equipment code PM shall be used.
5.1.3 DOCUMENT TYPE CODE
The Document type code is composed of 2 characters. The list of document types and
corresponding codes is shown in table 2.
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Category
Document Type
Management
LHC Construction Schedule
Minutes of LHC Project Committees
LHC Project Organisation Chart
Policy, Definitions, Procedures, Standards, Instructions
Engineering Specification:
• Functional Specification
• Interface Specification
• Design File
Engineering Change Request
Engineering Drawing [see note below]
Technical Illustration
Minutes of Preliminary Design Review
Minutes of Safety Reviews
Technical Specification (attached to a contract)
Technical Description for Market Survey
Technical Specification (attached to an Invitation to
Tender or a Price Inquiry)
Procedure
Report
Minutes of meetings
Procedure
Report
Minutes of meetings
Work package data sheet
Procedure
Report
Minutes of meetings
Work package data sheet
Procedure
Report
Minutes of meetings
Work package data sheet
Procedure
Report
Minutes of meetings
Quality
Engineering
Contracting
Fabrication
Assembly
Test and
measurements
Installation
Operation,
Maintenance
Doc. Type
Code
M
S
M
M
M
G
Q
A
E
S
E
C
CDD
E
E
E
C
C
C
I
M
Y
C
S
I
F
F
F
A
A
A
A
T
T
T
T
I
I
I
I
O
O
O
P
R
M
P
R
M
W
P
R
M
W
P
R
M
W
P
R
M
Note: The management of Engineering Drawings is described in "Drawing Management and Control" However
engineering drawings are mentioned here and in chapter 6 for completeness and to clarify the distinction with
technical illustrations.
Table 2: Document Type Identifier
5.1.4 NUMBER
The number field in a document name is composed of 6 digits and may be used in
three different ways:
1.
It is a meaningless sequential number supplied by the EDMS.
2.
It is entirely selected by the user. The EDMS will check that the number is not
already in use and reject it if it is.
3.
It is divided in two parts, one part controlled by the user, the other part supplied
by the EDMS.
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5.1.5 ATTACHMENT NUMBER
The attachment number is composed of 2 digits according to the following rules:
! The main document has attachment number 00 (zero zero)
! The first attached document has attachment number 01 (zero one)
! The second attached document has attachment number 02 (zero two)
! The last possible attachment number is 99
5.2 DOCUMENT REVISION INDEX
The document revision index is composed of 2 digits separated by a dot.
When registered in EDMS new draft documents are given the revision index 0.1,
followed by the text "-draft".
Prior to release, new revisions of draft documents may be created with the revision
index 0.2, 0.3 and so on.
Upon the first release of a document the revision index shall be updated to 1.0.
After release, the revision index shall be incremented whenever the document is
changed in any way:
! In the case of minor changes only the second digit of the revision index is
incremented, for example from 1.0 to 1.1.
! In the case of major changes the first digit of the new revision index is
incremented while the second digit is set to 0, for example from 1.1 to 2.0.
Draft for both minor and major revisions are indicated by the text "-draft" following
the new revision index.
Example:
LHC-PM-QA-301.00 rev 0.1-draft
First draft of a new document
LHC-PM-QA-301.00 rev 0.2-draft
Second draft of new document
LHC-PM-QA-301.00 rev 1.0
First reviewed and approved release
LHC-PM-QA-301.00 rev 1.1-draft
Draft of a minor revision
LHC-PM-QA-301.00 rev 1.1
Release of a minor revision
LHC-PM-QA-301.00 rev 2.0-draft
Draft of a major revision
LHC-PM-QA-301.00 rev 2.0
Release of a major revision
5.3 EDMS NUMBER
The EDMS number is a computer identification number automatically attributed by the
EDMS system when a document is registered. It is composed of a number of digits
without structure or meaning.
5.4 OTHER DOCUMENT IDENTIFICATIONS
In addition to the LHC document name, other document identifiers can be added to
accommodate current document management practices in the group preparing the
document. However, the document name and document EDMS number as described
above, are compulsory for all documents.
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6. DOCUMENT TYPE DESCRIPTIONS
In the following sections, each of the document types identified in table 2 is described
in a standardised form. Each table indicates for the document its purpose, format,
contents, review and approval requirements, version control requirements and
appropriate template..
6.1 LHC CONSTRUCTION SCHEDULE
To be prepared
6.2 MINUTES OF MEETING
Purpose
Format
Contents
Description
To record decisions made at the meeting
Document, may be supported by illustrations
!
Object of the meeting
!
Date, place, time
!
Participants
!
Agenda
!
Decisions
!
Action Items
6.3 PROJECT ORGANISATION CHART
To be prepared
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6.4 QUALITY ASSURANCE DOCUMENTS
Purpose
Format
Contents
Review and
Approval
requirements
Version control
Template
Description
To define the LHC Project Quality Assurance Plan
Document, document template
Policy
To define the LHC Project Quality Assurance requirements of the
processes of a certain Project activity.
Definition
To describe various common conventions in use throughout the
Project
Procedure
A concentrated description of a course of actions to be carried out
in order to implement a policy. This may be in diagrammatic form
with associated task descriptions.
Standard
To define the detailed requirements of elements (such as
documents, data, drawings, etc) of the Project.
Template
To provide a common layout and structure for specific document
types.
Instructions
To provide detailed information supporting the execution of
specific tasks.
Policy, Definition, Procedure, Standard and Templates documents
are to be controlled by the member of the QAP Working Group
and approved by the Deputy to LHC Project Leader for Quality
Assurance
Yes, except for Instructions
Engineering Specification Template [ 4 ]
6.5 ENGINEERING SPECIFICATIONS
Engineering Specifications define the requirements and design of the individual LHC
system, subsystem assemblies and parts. Three kinds of engineering specification are
defined:
! Functional specification
! Interface specification
! Design file.
For clarification, the difference between Engineering Specifications and LHC Project
Reports and Notes is underlined here:
LHC Project Reports
LHC Project Reports are used to present a synthesis on a subject which should in
general have been presented earlier in one or several "LHC Project Notes". These are
LHC specific conclusions expected to be valid for a longer period or more general
results, new technical solutions and theoretical or experimental developments worth a
publication.1
They are reviewed by the group leader of the author and approved by the Project
Leader Office before release.
LHC Project Notes
1
See memorandum DG/DI/LE/jf/97-23, "LHC Project Publications" - L.R. Evans
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LHC Project Notes are used to describe the conceptual design of a system, a summary
of interesting results of on-going studies, a proposal for alternatives or new methods
not yet studied in depth, final results of calculations or measurements using well
established theories and methods.
LHC Project Notes are internal CERN working documents and are the sole
responsibility of the author(s). They require the authorisation of the author's group
leader for release.1
The main difference between LHC Project Reports and Notes and LHC configuration
baseline documents is the following:
! LHC Reports and Notes are reviewed prior to their release but there is no
acknowledgement from the engineers and other personnel involved that the
information conveyed by the documents has been assimilated.
! Baseline documents are distributed with a request for comments and formal
acknowledgement from the engineers and other personnel involved as described in
(review and approval process as described in "Documents and parameters process
and control" [ 1 ].
The documentation of the design of a system, sub-system, assembly or part,
describing how to manufacture, install and operate that system, sub-system,
assembly or part, must be done with Engineering Specifications and Engineering
Drawings and not with LHC Project Notes and Technical Illustrations.
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6.5.1 FUNCTIONAL SPECIFICATIONS
Purpose
Format
Contents
Review and
Approval
requirements
Version control ?
Template
Description
To ensure that all personnel involved in the design process use
the same verified input information to carry out the design.
Document following Engineering Specification Template
The functional specification shall outline the requirements of the
product's design by refining and completing the conceptual design
described in the "LHC Conceptual Design" [ 6 ], in the LHC
Parameters and Layouts database and in LHC Project notes. It
shall establish that the design requirements are appropriate and
address the intended use of the equipment.
The functional specification should address at least the following
points:
• The performance objectives, operating conditions, and the
requirements for reliability, availability, maintainability
• Mechanical, electrical, cryogenic, radiation resistance and
other technological constraints to be respected by the design
• Safety and regulatory requirements constraints
• Manufacturing and installation constraints
• The basic technical interface requirements of the design
• Requirements for calculations, test and development work,
including the construction of prototypes.
This list is not exhaustive and should be completed as appropriate
for each individual case.
The documents, parameters, and other information and data used
to establish the specification shall be listed as references.
See [ 1 ]
Yes
Engineering Specification template [ 4 ]
6.5.2 INTERFACE SPECIFICATIONS
Purpose
Format
Contents
Review and
Approval
requirements
Version control ?
Template
Description
To ensure that all groups and individuals involved by the product
and its operational environment are aware of the product's
interfaces and given the opportunity to review and approve these
interfaces.
Document following Engineering Specification Template
The interface specification shall describe and document, in
particular with the help of drawings, the product's physical and
functional boundaries with other systems, sub-systems and
equipment. It shall also describe and document the responsibility
boundaries of all groups or individuals involved in the design.
See [ 1 ]
Yes
Engineering Specification template [ 4 ]
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6.5.3 DESIGN FILE
Purpose
Format
Contents
Review and
Approval
requirements
Version control ?
Template
Description
To record the design decision process and to describe the design
choices that have led to the final design.
Document with attachments
The design file is a summary of the basic and detailed design
process. It shall consist of a short description of the evolution of
the completed design with the results obtained by analysis,
measurements and tests that demonstrate that all the
requirements and constraints set out in the functional
specification are met.
See [ 1 ]
No
None defined
6.6 ENGINEERING CHANGE REQUEST
Purpose
Format
Contents
Review and
Approval
requirements
Template
Description
To control and document engineering changes of the LHC baseline
configuration by:
1. Submitting proposed engineering changes of the baseline
configuration to the appropriate groups and individuals for
review before their implementation. This is the Change
Request stage.
2. Requesting of the concerned groups and individuals that they
implement approved changes. (Change Order stage).
3. Notifying the appropriate groups and individuals of the
decisions and actions undertaken following the request.
(Change Notification stage).
The three stages are carried out with one single document.
Document following Engineering Change Request Template
The Engineering Change Request is a description of a proposed
change to the LHC configuration impacting cost, schedule,
parameters, technical performance, durability, interchangeability,
systems interface, safety. It shall contain references to all
affected systems, sub-systems and equipment and to all affected
documents and drawings. Once the proposed change is reviewed
and approved the change request is updated with the actions to
be carried out and becomes a change order. Once the actions are
completed the change request is updated again and becomes a
change notification. In the case of a rejected request, the change
order stage is skipped and the changer request is updated to a
change notification directly.
See [ 5 ]
Engineering Change Request template [ 7 ]
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6.7 ENGINEERING DRAWINGS
Purpose
Format
Contents
Review and
Approval
requirements
Version control ?
Template
Description
1. All definitions of hardware equipment parameters, dimensions,
tolerances and manufacturing, assembly and installation
processes. These drawings are covered by "Design StandardsMechanical Engineering and Installation" [ 8 ]
2. All definitions of processes operational parameters. These
drawings are covered by "Design Standards-Electrical
Schematics"[ 9 ] and "Design Standards-Fluids Schematics"
[ 10 ].
Drawings prepared with a standardized layout
Engineering drawings are pictorial representation that follow rules
and codes established by the ISO or by other standard
organisations for the appropriate field of engineering.
The presentation is standardised by the use of drawing formats
which defines sizes, views, scales, drawing frame, titles block with
a drawing number, a title, author and controllers signatures.
See [ 11]
Yes
CERN standard format, Institute or Contractor standard format
6.8 TECHNICAL ILLUSTRATIONS
Purpose
Format
Contents
Review and
Approval
requirements
Version control ?
Template
Description
To provide a pictorial representation of a product or process of
general interest that can be used by all for presentations and
documents.
Document no specific layout
Technical Illustrations are sketches, diagrams, photos, scanned
images, electronic images. They are prepared by:
• any computer software application capable of producing the
appropriate file format (HPGL, HPGL2, Acrobat PDF, GIF,
JPEG)
• scanning paper documents
• digital still cameras.
Verified by a controller
Yes
None
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6.9 TECHNICAL DESCRIPTION FOR MARKET SURVEYS
Purpose
Format
Contents
Review and
Approval
requirements
Version control ?
Template
Description
To provide the basic technical description of products for which a
Market Survey (MS) is carried out. Market Surveys precede
Invitations to Tender to inform industry about future
requirements. They also tell CERN what the market can offer and
which firms could qualify to receive an Invitation to Tender
Document following Market Survey Template
Brief technical description of products or services
Review and approval by Technical Specification Committee, see
[1]
Yes
Technical Description for Market Surveys template [ 12 ]
6.10 TECHNICAL SPECIFICATIONS
Purpose
Format
Contents
Author
Review and
Approval
requirements
Version control ?
Template
Description
To provide the detailed technical description of products for which
an Invitation to Tender, a Price Inquiry or a Contract is carried
out. Invitations to Tender, also referred to as Calls for Tender, are
used to obtain price quotations from Industry for requirements
above 200 000 CHF. Price Enquiries are used for requirements
below 200 000 CHF
Document following Technical Specification Template
Complete technical description of products or services
Project Engineer
Review and approval by Technical Specification Committee, see
[1]
Yes
Technical Specification template [ 13 ]
6.11 FABRICATION, ASSEMBLY, TEST, INSTALLATION PROCEDURES
To be prepared
6.12 FABRICATION, ASSEMBLY, TEST, INSTALLATION REPORTS
To be prepared
7. RELATED DOCUMENTATION
[ 1 ] LHC-PM-QA-303.00
Documents and Parameters Process and Control
[ 2 ] ISO/IEC 12207:1995
Information Technology - Software Life Cycle
Processes
[ 3 ] LHC-PM-QA-204.00
Equipment Naming Conventions
[ 4 ] LHC-PM-QA-501.00
Engineering Specification Template
[ 5 ] LHC-PM-QA-304.00
Configuration Management-Change Process and
Control
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[ 6 ] CERN/AC/95-05(LHC)
Large Hadron Collider Conceptual Design
[ 7 ] LHC-PM-QA-502.00
Engineering Change Request Template
[ 8 ] LHC-PM-QA-402.00
Design Standards - Mechanical Engineering and
Installations
[ 9 ] LHC-PM-QA-403.00
Design Standards – Electrical Schematics
[ 10 ] LHC-PM-QA-404.00
Design Standards – Fluids Schematics
[ 11 ] LHC-PM-QA-305.00
Drawing Management and Control
[ 12 ] LHC-PM-QA-503.00
Technical description of Market Survey template,
[ 13 ] LHC-PM-QA-506.00
Technical Specification template